Jobs

The role

The role of Executive Assistant & Office Lead offers a dynamic opportunity to have a direct impact on the company’s efficiency and success, providing comprehensive support across various facets of business operations at Wayve. A key responsibility in this role is managing the calendars, travel, and other practical arrangements for our executives in Vancouver and California, ensuring seamless scheduling and logistics spanning the West Coast and our other locations. This role also plays an essential part in organising major internal events, from managing slide decks and feedback documents to coordinating recordings. Additionally, the role involves supporting team social activities, managing expense reports, and overseeing internal office events, ensuring they run smoothly and within budget. Managing the executive's budget and coordinating large-scale conference events are also part of the role, providing the opportunity to engage with high-level planning and execution.

The Executive Assistant is often relied upon to support executives’ direct reports and the wider function where needed including onboarding assistance to new joiners. You would be working closely and maintaining regular communication with the London-based EA team on coordinating executive/leadership initiatives, special company-wide communications and events, or providing cover for execs whether for sickness or holiday absences.

Office management duties include office finances, ordering kitchen/equipment supplies, ensuring a well-stocked kitchen, liaising with building management to follow company procedures, managing parcel delivery and being the PoC on the ground with UK IT and any building contractors. You would be instrumental in ensuring the smooth running of our Vancouver office, home to a close-knit, collaborative team. This role not only offers a chance to contribute significantly to internal operations but also allows for continuous learning and impact at a senior level within the organisation.

About you

In order to set you up for success as an EA & Officer Manager at Wayve, we’re looking for the following skills and experience.

Essential

• Excellent organisational and time management skills across multiple timezones with the ability to prioritise effectively: Working with UK HQ is essential and 7am PT is the preferred start time.
• Thrive in a fast-paced environment, working well under pressure, delivering good results.
• Can handle shifting priorities and formulate contingency plans.
• Comfortable working with senior stakeholders at all levels internally and externally - candidates will need to be able to build and develop strong relationships with a range of stakeholders.
• Detail-oriented, proactive and takes initiative.
• Experience supporting Executives/C-suites.
• Creative approach to problem solving and are solutions orientated.
• Ability to demonstrate highest level of integrity and confidentiality at all times.
• A flexible and adaptive style to working, positive attitude, and a team player.
• Proficient knowledge of Google Drive skills and can adapt to new platforms.
• Strong communication skills - verbal and written.

Desirable

• Strong project management skills with experience coordinating complex events and multi-step processes
• Skilled in handling expenses and budget management, ensuring financial oversight and compliance
• Experience in organising large-scale company events, such as offsites, conferences, or team-building activities
• Proficient in managing internal communications and coordinating with teams across different departments
• Familiarity with office management tasks, such as inventory management and liaising with building management or contractors
• Proactive in identifying opportunities to streamline processes and improve operational efficiency
• Experience in coordinating and managing office logistics, including ordering supplies, arranging catering, and managing office spaces
• A creative mindset, comfortable contributing ideas to improve the team experience and the company’s work culture
• Strong interpersonal skills with a high level of emotional intelligence, able to navigate sensitive situations with diplomacy and tact

This is a full-time role, based in our office a minimum of four days a week.

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